Terms and Conditions

The “Event Organiser” is the person, organisation or group responsible for the event.

These terms and conditions relate to Wandsworth Arts Fringe 2019, an open access festival taking place all over Wandsworth borough from 3 to 19 May 2019.

Wandsworth Arts Fringe “WAF” is managed by Enable Leisure and Culture “ELC” on behalf of Wandsworth Council “WBC”.

The following Terms and Conditions are between ELC and the Event Organiser.

Registration Payment

Event Organisers are requested to complete the registration payment (£40 early bird or £45 standard) and complete the registration form by 1 February 2019 for the event to be confirmed as part of WAF19.

There is no further selection process to take part in WAF.

By completing registration, the Event Organiser agrees to accept and abide by any event rules of ELC and any other regulations provided as part of WAF.

Refunds

ELC will only refund the registration fee (£40/£45) if the Event Organiser cancels the event in writing (arts@enablelc.org) before midnight 1 February 2019.

The Event Organiser is responsible for inputting the correct copy and image onto the WAF website. ELC will not offer refunds for listings with incorrect information.

Venues

It is the responsibility of the contributor to communicate effectively on all levels with the venue and ensure that all the required information and requirements are shared and agreed with the venue management prior to the event.

Payment of a venue hire, if required, is the sole responsibility of the Event Organiser.

Licenses, Insurances and Documentation

The Event Organiser is responsible for applying for and obtaining all relevant licenses and permissions for the event, including but not limited to: a temporary event licence; premises licence; TFL/public highways; minimum £5 million Public Liability Insurance; written permission to use the site from the owner or manager.

The Event Organiser must obtain and provide the correct permissions for any performance piece and image that have a copyright attached.

The Event Organiser is required to provide an up-to-date, event specific, site specific and relevant Risk Assessment produced by a competent person.

The Event Organiser is required to provide a Safeguarding Children and Vulnerable Adults policy.

Where relevant, the Event Organiser must adhere to the Criminal Records Bureau Disclosure Barring Services requirements.

The Event Organiser must operate the ‘Challenge 25’ policy with regards to the purchase of alcohol.

Listing content

ELC reserves the right not to include any event which may be considered offensive under the Equalities Bill or risk legal action being brought.

ELC politely request that Event Organiser considers the guidelines and advice of The Committees of Advertising Practice (CAP) when preparing their listing content.

ELC reserves the right to correct spelling and grammar and to edit event descriptions to fit the style guide.

It is the responsibility of the Participant/Event Organiser/Artist to obtain all relevant and necessary legal permissions (in writing) for any material (including videos, music, images and text) related to their event.

The Event Organiser is responsible for inputting the correct copy/content/images onto the WAF website. ELC will not offer refunds for listings with incorrect information.

Images

One event image to be used for both the web and brochure listing should be submitted to ELC by 1st February 2019; this can be uploaded through the registration area at the time of registering.

Event Organisers are responsible for obtaining the right to use all the images that they upload on the Wandsworth Arts Fringe website. Any costs incurred by ELC due to non-compliance with copyright regulations will be re-charged to the participant with an added 20% administration fee.

ELC is not responsible for the quality of images submitted by Event Organisers.

ELC has the right to refuse an image that is of poor quality, not to the required specifications, incorrectly labelled or deemed to be offensive.

There is no compensation for failing to get images to ELC by the advertised deadline.

Where Event Organisers have failed to submit a suitable image for the brochure or website, ELC reserves the right to use a default image. See our section on images for more information.

A guide to correct imaging is provided on the Wandsworth Arts Fringe website. Event Organisers must ensure they have read the terms and conditions for submitting images and advert artwork.

Additional Advertising

Once a booking has been made, it is the Advertiser’s responsibility to supply copy before the deadline of 1st February 2019.

ELC reserves the right to reject supplied advertising copy; this shall not be deemed in breach of contract but will require the advertiser or its agents to supply new copy.

An advertisement that cannot run because of late supply will be charged at the full rate.

ELC can accept no liability for any loss or damage caused by error or inaccuracy in the printing or omission of any advertisement.

ELC owns the copyright on all advertisements written or designed by them or their agents.

Publicity and Distribution

Event Organisers are responsible for their own publicity, including the distribution and displaying of flyers and posters.

The correct logo credits should be included on all publicity (available to download from the website).

WARNING - Please note that fly-posting is illegal, and any costs incurred by ELC due to fly posting will be re-charged to the participant with an added 20% administration fee.

Ticketing

ELC is not responsible for the ticket sales for the Event Organiser.

By registering an event through the WAF website, the Event Organiser commits to using WAF’s recommended Ticketing service.

By selling tickets to a WAF event, the Event Organiser enters an agreement directly with the Ticketing provider and should refer to their Terms and Conditions.

Only in exceptional circumstances will the Event Organiser be allowed to run their own box office alongside WAF’s recommended ticketing provider’s. Please contact ELC for more details.

It is the responsibility of the Event Organiser to provide ELC and its ticketing partner with the contact details for the person managing the sale of tickets for that event.

ELC is not responsible for any payments due to the Event Organiser, audiences, third parties e.g. artists, performers, venues, external promoters or box offices.

ELC reserves the right to retain any money made through ticket sales that is outstanding to Wandsworth Arts Fringe.

Press and Promotional Tickets

It is courtesy for Event Organisers to offer 2 complimentary tickets to the Wandsworth Arts Fringe team, to be confirmed in advance.

It is courtesy for recipients of a WAF grant to invite the Voluntary Service team and local Councillors to events taking place in their wards.

Event Organisers will manage their Press tickets independently through the WAF ticketing system, although ELC might request up to 2 press tickets per event. ELC will inform the Event Organiser of any press interest.

Multiple requests for tickets and occasional promotions will be at the discretion of the Event Organiser.

Should ELC require tickets for promotional offers, ELC will contact the Event Organiser directly before doing so unless they have requested otherwise on the registration form.

Cancellation or modification of event

Events cancelled before 1 February 2019 will qualify for a refund of their registration fee.

The Event Organiser must inform ELC and its recommended Ticketing provider immediately of any necessary updates or changes to their event details.

ELC will endeavour to update any necessary changes correctly but cannot be held responsible for any mistakes for those changes made after registration has been completed.

No refunds will be made as a result of a change or cancellation after 1 February 2019.

Although ELC will endeavour to publicise any changes or cancellations to an event on the WAF website, it is the responsibility of the contributor to publicise the facts as effectively as possible at the venue and anywhere else the event may have been publicised.

Occasionally, inclement weather can disrupt an open-air event. Any decision to cancel the Event shall be taken by the Event Organiser. No refund shall be made in case of cancellation.

Data Protection

ELC’s data protection, data usage, privacy and cookie policy can be found at www.wandsworthfringe.com/about/privacy-policy

There are CCTV cameras within public facilities and within the parks and open spaces.

Severability and Variation

ELC reserves the right to amend these Terms and Conditions from time to time when deemed reasonable and necessary to do so.

It is the responsibility of the Event Organiser to check the Terms and Conditions that apply to WAF2019.

ELC shall make all reasonable endeavours to put an alert on the WAF website www.wandsworthfringe.com/about/privacy-policy if the Terms and Conditions have been amended.

ELC shall not be liable for failure to perform any obligation under these Terms and Conditions to the extent that the failure is caused by Force Majeure. For the purposes of these Terms and Conditions, “Force Majeure” means any cause beyond the ELC’s control including, without limitation, an act of God, war, insurrection, riot, civil disturbances, acts of terrorism (or the threat thereof), fire, explosion, flood, royal mourning, national mourning, theft of essential equipment, malicious damage, strike, lock out, storm, third party injunction, national defense requirements and/or acts of national or local governments.

Should any part of this agreement be declared unenforceable or invalid, the remainder of the Terms and Conditions shall continue to be valid and enforceable.

These Terms and Conditions shall be governed by English law and those bound by them hereby submit to the exclusive jurisdiction of the English courts in connection herewith.

Disputes

Disputes between parties outside of Wandsworth Arts Fringe are not to be arbitrated by ELC and its relevant services. Any disputes relative to Wandsworth Arts Fringe will be dealt with in-house quickly and efficiently for all persons involved.

ELC have done their best to ensure the information in the WAF brochure and website is accurate, but ELC declines any responsibility in ensuring the accuracy of the information provided by the Event Organiser upon completion of registration.

Completion of payment for registration indicates your acceptance of the Terms and Conditions above.

If you need advice on any of these areas or you are having issues with your registration you can contact ELC’s Arts Team at arts@enablelc.org.

Enable Leisure and Culture (ELC), 04/12/18

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